AVANTIS

Procedure Name: Contract Review Issue No: 2

Procedure Ref: AV-OP-01 Date: 23/01/2020
ISO 9001 Clause Ref: 8.1 8.2

2 23/01/2020 Gareth Haines Steffan Duggan Tom David Kick Off Meeting Value Statement Inserted
1 17/09/2019 Gareth Haines Tom David Tom David Initial Issue
Issue Date Author Reviewed Approved Reason for Change
No

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AVANTIS

Procedure Name: Contract Review Issue No: 2

Procedure Ref: AV-OP-01 Date: 23/01/2020
ISO 9001 Clause Ref: 8.1 8.2

Part A - Enquiries

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AVANTIS

Procedure Name: Contract Review Issue No: 2

Procedure Ref: AV-OP-01 Date: 23/01/2020
ISO 9001 Clause Ref: 8.1 8.2

Additional Notes

Forms: Refer to Work Instruction AV-CR-WI-01 Contract Review.

Note: Intercompany produced items or service does not need to follow this Procedure. Refer to Work Instruction AV-TR-WI-01
Tooling, Equipment and Consumables Requests and AV-WP-WI-01 Workshop Production.

2. Appointment of Personnel
2.1. The correct business sector and retrospective personnel shall be chosen so to ensure the correct handling of Contract Review.

3. Enquiry Registry
3.1. Project Registry shall be created and set at Enquiry Stage.

4. Enquiry Acknowledgment
4.1. Enquiry Acknowledgment is distributed by Technical Administrator.

7. Survey
7.1. Where appropriate, this may involve visiting vessel and/ or discussions with the Customer.

8. Estimation
8.1. Enquiries will be reviewed to ensure they are within Avantis’s capabilities, and can be achieved within timescales.
8.2. Customer requirements reviewed and internal identification of product/ service realisation requirements, including the following:
- Statutory and regulatory requirements
- External specifications analysed and integrated into the product/ service realisation process
- Additional requirements considered necessary
- Identifying specialist process activity procedures and specifications (such as welding, Non Destructive Examination,
heat treatment and coatings)
- The handling and control of Customer property
- Delivery and post-delivery requirements
- Establish contingency action requirements identified
8.3. General Deliverables of Customer and internal requirements shall be prepared.
8.4. Where appropriate, enquiries will be placed on suppliers/ sub-contractors to obtain prices.

10. Quotation Approval

10.1. The Quotation Approval must be completed according to the Quotation value prior to submission. The approval will indicate that the
Quotation review has been completed.
10.2. Review to be carried out in compliance with Work Instruction AV-CR-WI-01 Contract Review.
10.3. The preparation, review, approval and submission of the Quotation indicates the completion of the product/ service
realisation process.

Where new requirements are received, these shall be reviewed and applicable documents revised to reflect the changes.
Amendments to the original Quotation and supporting documentation will be marked as Rev 1, 2 etc. The original documentation shall be
retained in addition to new Rev.

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AVANTIS

Procedure Name: Contract Review Issue No: 2

Procedure Ref: AV-OP-01 Date: 23/01/2020
ISO 9001 Clause Ref: 8.1 8.2

Part B - Orders

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AVANTIS

Procedure Name: Contract Review Issue No: 2

Procedure Ref: AV-OP-01 Date: 23/01/2020
ISO 9001 Clause Ref: 8.1 8.2

Additional Notes

1.
1.1. Where Purchase Orders are received by other personnel either as client system contact or from previous order receipts, they are to
ensure that the correct persons receive a copy.

2.
2.1. The purpose of the comparison is for the Business Development/ Project Manager/ Estimator and Technical to agree the order and
associated production/ execution documentation is in-line with the original quotation. This may require a formal meeting.
2.2. Any order requirements which differ from the Quotation shall be resolved with the Customer. Any revisions to previous documents
shall be made, taking care of revision changes. Previous documents to be retained along with the newer revision.
2.3. Changes made are to be communicated to applicable personnel as appropriate.

3.
3.1. Purchase Order Acknowledgment is distributed by Technical Administrator.
3.2. The generation of the Purchase Order Acknowledgment indicates the completion of the Contract Review process, and that all
Customer requirements are identified.

4.
4.1. Kick off meeting is performed for contracts US $100,000 and above. Refer to Work Instruction AV-KOM-WI-01 Kick Off Meeting.

5.
5.1. Project Registry Stage shall change from Enquiry to Job.
5.2. Phasing structure set up in accordance with the Work Breakdown Structure.

6.
6.1. QMS Operational procedures and associated Work Instructions outline how to perform execution activities
6.2. External orders allocated to suitable fabrication and/ or installation facility dependent upon resource, schedule and capability.
6.3. Any Order Amendments through new requirements of product or service will be generated during the course of the Projects.
Refer to Work Instruction AV-MOCVO-WI-01Management of Change and Variation Orders.

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